Import and Export

Import and Export
Trainer Name
Trainer/Consultant
PowerSchool University
2012
Agenda
• Introduction
• Importing Data
• Exporting Data
• Using Direct Database Export (DDE)
• Importing and Exporting Report Templates
• Time for Review
Introduction
Import and Export
Special Functions > Importing & Exporting
Concepts to Keep in Mind
• Database Concepts
• Field Names
• Student_Number Field
Concepts to Keep in Mind
• Importing EnrollmentIDs
• Importing Previous Enrollment Dates
• Enroll_Status Field
Concepts to Keep in Mind
• ReEnrollments Table
• Special Export Codes
• Data versus Reports
Importing Data
Quick Import
PowerSchool
Import Maps
Special Functions > Importing & Exporting > Quick Import
Quick Import Steps
Click Special Functions > Importing & Exporting >
Quick Import
Select the file and click Import
Check the field mapping
Click Submit
Verify the import worked
Now It’s
Your Turn
Complete hands-on
activity 1:
Use Quick Import
Import Templates
Creating an Import Template
Click Special Functions > Importing & Exporting >
Templates for Importing > New
Format the import template
Click Submit and the template is ready to use
Special Functions > Importing & Exporting > Templates for Importing
Special Functions > Importing & Exporting > Templates for Importing > New
Special Functions > Importing & Exporting > Import Using Template
Now It’s
Your Turn
Complete hands-on
activities 2-3:
Create an Import
Template
Import Using a
Template
Exporting Data
Quick Export
PowerSchool
Quick Export
Select a group of students
Choose Quick Export
Enter the fields to export
Click Submit
View, open, or save the export
Now It’s
Your Turn
Complete hands-on
activity 4:
Use Quick Export
Impact Without Risk
Export Templates simplify extracting data from PowerSchool tables:
• Helpful for users without DDE/DDA experience
- Need to know what table to start with
- Don’t need to know the tables related to it
• Reusable and always available
Planning the Template
Ask these questions to help design the template:
• What is the purpose of the template?
• What kind of data is needed?
• Where is the data located?
Creating an Export Template
Click Special Functions > Importing & Exporting >
Templates for Exporting
Click New and format the template information
Add columns to the template
Export using the template
Navigate to Templates
for Exporting.
Special Functions > Importing & Exporting > Templates for Exporting
Click New and format the template information.
Special Functions > Importing & Exporting > Templates for Exporting > New
Add columns to
the template.
Special Functions > Importing & Exporting > Templates for Exporting > 0 > New
Export using a template.
(Select your group) > Export Using Template
The Results
Now It’s
Your Turn
Complete hands-on
activities 5-6:
Create an Export
Template
Export Using a Template
Using Direct Database Export
(DDE)
DDE
Why Use DDE?
Breaking It Down
Task
DDE
DDA
View data in related tables
X
X
Export data in related tables
X
X
Change data in PowerSchool
X
Delete records
X
Using DDE
•
Choose a Table
•
Select the Records
•
Search the Records
•
View the Records
•
Export the Data
System > Direct Database Export (DDE)
Demonstration
Please turn your attention to
your trainer...
Now It’s
Your Turn
Complete hands-on activities 7-10:
Explore DDE
Perform a Layered Search
Use Match Selection
Export Test Score Data
Importing and
Exporting Report
Templates
Sharing Custom Reports
Custom
Report
Reasons to Share Reports
• Save time
• Expand reporting ideas
• Build a new report on a working framework
• Open communications with other districts
• Learn from other PowerSchool districts
Locating Report Templates
• PowerSchool User Group (PSUG)
• Other user groups
• Other PowerSchool districts
• PowerSource
Export Your Report
Open any custom report to see the export option at the bottom of
the screen.
System Reports > Setup > Object Reports > (Select report name)
Import Your Report
Use the System Setup page to access the import function.
System > Import Report Template
Time
for
Review
Question 1
Where do you click on the Start Page to
begin an import or export?
Answer 1
Where do you click on the Start Page to
begin an import or export?
Question 2
Where do you click to add records to
PowerSchool without using a template?
#1
#2
}
{
Answer 2
Where do you click to add records to
PowerSchool without using a template?
Question 3
Before performing a quick data
import, you must have a file of the
data in _____ format.
A
.xls
B
Plain text (ASCII)
C
.doc
D
PDF
Answer 3
Before performing a quick data
import, you must have a file of the
data in _____ format.
A
.xls
B
Plain text (ASCII)
C
.doc
D
PDF
Question 4
Which table is available to use when
creating an export template?
A
Students
B
Classes
C
Enrollment
Summary
D
GPA
Answer 4
Which table is available to use when
creating an export template?
A
Students
B
Classes
C
Enrollment
Summary
D
GPA
Question 5
True/False: Export files or reports
created using the DDE page can be
viewed within the PowerSchool interface.
Answer 5
Export files or reports created using the
DDE page can be viewed using
another application, such as Excel.
False!
Key Points from Today’s Class
• Quick Import – Import data into certain
PowerSchool tables
• Import Templates – Skip the setup for imports you
perform repeatedly
• Quick Export – Get student data fast
• Export templates – Create for staff to export data
safely
• DDE – Search and export data from all
PowerSchool tables
Question and Answer
Don’t Forget!!
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http://powerschooluniversity.com
and tell us what you think!
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